How to use Jira for process management
This page is for business projects
To check whether you’re in a business or software project, select More actions (•••) next to the project name in either the header or the sidebar. At the bottom of the menu that opens, your project details will be shown.
The process management project template sets you up with a workflow suitable for running most business processes.
The workflow includes review and approval steps, and multiple resolution possibilities.
Use this project type for...
Any activities that follow the same steps every time, such as a purchasing process
A creative design or content development process
Any process where reviews and approvals are mandatory
Manage activity on the board
Use the business projects board to quickly see where your process is at, such as how much work is in progress, or how many items are stuck in review. It also gives you a quick view of what is overdue (if you are using due dates) and who is assigned to issues, so you can follow up.
See Monitor your work with the board.
Create subtasks
If a work item that you add is actually a group of smaller tasks, you can create subtasks and assign them to different people. The work item won't be able to move to "Done" until all the subtasks are complete as well. Subtasks don't appear on the board but are listed on the issues they belong to.
See Creating work items and subtasks.
Customize work items
The table below shows the specifications for default work items in a process project. If you're a Jira admin, you can customize these defaults. For example, you can add other work types to the project, or add new fields to the work type. Take a look at Configuring work items for more info.
Work types | Task and subtask |
Work item fields | Summary, Issue Type, Reporter, Attachment, Due Date, Original Estimate, Remaining Estimate, Description, Assignee, Priority, Resolution, and Labels |
Resolutions | Done, Won't Do, Duplicate, and Cannot Reproduce |
Priorities | Highest, High, Medium, Low, and Lowest |
Example use of a process management project
Scenario
The department needs a new photocopier and a business case for the purchase needs to be submitted.
Work item lifecycle
Create a work item for the business case.
Start work and move the business case to In Progress. Add all the business case details to the work item, including supporting documents (this might include quotes), images, and spreadsheets.
When the case is ready for submission, move it to the Review stage and assign to a manager for approval.
Once approved, create a purchase request and send it to the relevant department.
Move the work item to Done.
Key actions
Reassign the work item to the approver when it gets moved to review (this can be automated).
Leave a comment @mentioning the approver if you need to follow up.
Set reminders to notify the approver of due dates, if it's time critical.
Attach any relevant documents, such as quotes or budgets.
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